Administration Assistant

PRIMARY GOALS & OBJECTIVES

The primary goal of the Administrative Assistant is to provide support to customers, management, and other team members through the timely and efficient execution of

administrative tasks.  

JOB SUMMARY

The principal responsibilities of the Administrative Assistant include providing customer assistance by phone and in person, answering and directing phone calls to the

appropriate staff member, processing incoming mail, assisting with outgoing mail, working with Microsoft Office and other programs to manage tasks and scheduling, and

performing other administrative duties as needed. The ideal candidate will excel in managing multiple tasks daily, prioritizing based on goals set by management, and

communicating effectively with customers and other team members.  

ROLE AND RESPONSIBILITIES

• Responsible for answering income telephone calls from customers in a timely manner

• Welcome and sign-in customers who visit the office in person

• Providing assistance to customers or directing calls to the appropriate party for assistance

• Securely filing customer information in appropriate locations

• Updating case notes and setting work activities based on customer needs expressed during in-person or

• Provide scheduling support to customers and staff to facilitate timely screening of cases

• Use computer programs such as MS Office and MAXIMUS proprietary application to run reports, mail merges, and complete and assign work tasks

• Scan project documentation and appropriately file in customers’ electronic folder

• File original documents in customers’ secure paper file when appropriate

• Support the security of the project by following security procedures including but not limited to: requiring visitors to sign in, escorting visitors when they are within the secure

project area, securing project data in appropriate paper or electronic files

• Enter customer data into project application accurately and thoroughly

• Create and send correspondence via email and mail

• Process incoming and outgoing mail

• Assist in the inventory and ordering of office supplies ensuring team has sufficient supplies to perform work efficiently

• Assist with outgoing calls to schedule case screenings and follow up on case documents

• Recognize operational improvements and suggest and coordinate process changes with Supervisor

• Recognize and discusses everyday workflow challenges, changes or extraordinary circumstances that have occurred with Supervisor

• Maintain a clean, orderly workspace in compliance with all privacy regulations

• Communicate via in-person meetings, telephone conversations, and email with all project stakeholders in a compassionate and professional manner

• Support management team, co-workers, and customers with regular and predictable attendance

• Provide additional support to Case Managers and MD Management team as needed

• Perform other duties as assigned by leadership

QUALIFICATIONS AND EDUCATION REQUIREMENTS

High school diploma or GED required; Associate's/Bachelor’s Degree preferred

PREFERRED SKILLS

Attention to detail

Ability to perform comfortably in a fast-paced, deadline-oriented work environment

Critical thinking

Excellent written and verbal communication and interpersonal skills

Organizational skills

Strong computer skills including Windows and Microsoft Office

Ability to self-start, take ownership of processes, and motivate others to do the same

Ability to work as a team member, as well as independently

Must be able to remain in a stationary position for an extended period of time Work is constantly performed in an office environment.